Preventive Maintenance

Adding a Jobs

There are two options when creating the
schedule for your jobs. Within the Schedule ribbon group are two buttons the
Manage Schedule and Create Schedule button.
The Create Schedule button allows you to create the dates and times of
when the job is to occur. Once the
schedule is created you can use the Manage Schedule button to make any
necessary changes.

The schedule pane lists all the dates and
times of when the job is to occur. You
can create schedule entries here, however it is much easier to use the Create
Schedule button.

4. With either option the General – Preventive Maintenance Job window
opens. We will start with the General
pane, complete the following fields, required fields are marked with an
asterisk (*):

·Preventive Maintenance Job Name – type
in the name of the job

·Preventive Maintenance Job Type * - click
on the dropdown arrow to access a list of the job types you created, from the
list click on the type to associate to the job. The type appears in the field.

·Preventive Maintenance Job Description
– type
in the description of the job. The
information within this field will transfer over to the order or trouble once
created.

·Preventive Maintenance Action – click
on the dropdown arrow to access a list of the actions, you have the following
options available:

·Start Order or Trouble –
select this option to have a work order or trouble ticket automatically created

·Send Email – select
this option to automatically send an email to the people listed in the Email
pane

·Both – select
this option to create a work order or trouble ticket and send an email

·None – select this
option to not associate an action to the job.
This action is helpful so you can create the job and select the action
in the future

5.Once you have completed these fields it is a good idea to save
your information before you continue.Within the Actions ribbon group, click on the Save button. In the next
few sections we will break out each action and the information you need to
complete for the job.

Start Order or Trouble

If you have selected the Start Order or
Trouble action, your next step is to complete the fields within the Order
Information pane. The fields that you
complete within this pane transfer over to the work order or trouble ticket
upon completion.

1.Within
the Order Template pane, complete the following information, required fields
are marked with an asterisk (*):

·Site * – click on the dropdown arrow to
access a list of the sites, there are two columns of information. The first column displays the site that you
are assigning to the order. The second
column displays the path of the site, this includes all parents. Find the site within the list and click to
add the site name to the field.

·WorkFlow Name * – click on the dropdown
arrow to access a list of work flows, from the list find the work flow to
associate to the job. Click on the work flow name to associate it to the
order/trouble.

·Work Order Category - click the drop-down
arrow to access a list of the work order categories created, from the list
click on the work order category.

·Building Name – click on the dropdown arrow
to access a list of the buildings created in your database, from the list click
on the building name to associate to the order/trouble

·Switch Name – click on the dropdown arrow to
access a list of the switches created in your database, from the list click on
the switch to associate to the order/trouble

·Organization Name - click the drop-down
arrow to access a list and from the list, click on the name of the organization
to associate to the order/trouble. The organization drop-down list displays the
bottom-most organization first. After the ~~ the complete path to the selected
organization displays. Each level of the organizational tree is separated by a
>. Once you select an organization, the complete path populates within the
field.

·Subscriber Name - click the drop-down arrow
to access a list and from the list, click on the name of the subscriber to
associate with the order/trouble

·Account Number - click the drop-down arrow
to access a list and from the list click the account number to associate to the
order/trouble. The list of accounts displays not only the account number but
also the account type, one-time, recurring or call charges and organization

·TCO - click the drop-down arrow to access a
list of the TCO Groups within your database, from the list click on the group
to associate to the order/trouble.

·Days to Due Date – type in the number of
days until the job is due for completion

·Contact Name – type in the contact name

·Contact Phone – type in the contact phone
number

·Order Trouble Misc 1 – 30 – use these fields
to enter in any additional information regarding the order/trouble.

2. Once you have completed these fields it is a good idea to save
your information before you continue.
Within the Actions ribbon group, click on the Save button.

Send Email

If you have selected the email option, you
will complete the information within the Email pane. When the email is sent the description from
the General pane is the email body and the preventive maintenance job name is
the subject.

1.Within
the Email pane complete the following fields for each person that you want to
receive the emails, required fields are marked with an asterisk (*):

·Contact Name * - type in the name of the
person receiving the email

·Email Address * - type in the email address
of the person receiving the email

·Contact Primary Number – type in the
telephone number

·Contact Alternate Number – type in the
alternate telephone number, such as a cell phone

·Preventive Maintenance Job Email Misc 1 – 5
– use these fields for any additional information about the recipient that you
want to track

2. Once you have completed these fields it is a good idea to save
your information before you continue.
Within the Actions ribbon group, click on the Save button.

Both

If you have selected the Both action, you
will need to complete the required fields in the Order Template pane as well as
the Email pane.

History

1.Click
the Orders/Troubles menu.

2.In
the Navigation pane, click Preventive Maintenance Jobs.

3.Depending
on the amount of records you have within your database, the list may not
readily populate. To populate the list, perform one of the following actions:

·Within the search box, type any portion of
the record and then click the magnifying glass.

·Custom Field Name – displays
the field name of the modified information

·Old Value – displays
the old information

·New Value – displays
the new information

·User Name - displays the username of the person who
completed the changes

·Last Name/First
Name – displays the first and last name of the user who completed the
action.

·Activity Date* –
displays the date the action was completed.

·Source* –
lists the computer’s IP address.

·Work Order Number –
displays the work order number for the order completed to make the changes, if
applicable.

7. Alternatively, you can click on the lower portion of the History
button to access a menu, from the menu select Old History. The screen changes
to display a list of all action taken on the job, to view more detail double
click on the record.

A window opens with a more
detailed description of the action.

8. Within the Action ribbon group, click the Close
button to return to the job.